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How to...

Stay safe using Zoom

Our list of essential steps to ensure you stay safe using Zoom.

1. Schedule Meetings 

  • Meeting ID: IT Services recommend you use the default, Generate Automatically.

You MUST choose at least one of these Security Settings when Scheduling a Meeting

  • Passcode (Only users who have the invite link or passcode can join the meeting). A passcode is great for providing links to individuals via email or if shared in a password protected environment, e.g. canvas. They are NOT recommended for sharing on public facing websites, e.g. X or Sussex Website*.
  • Waiting Room (Only users admitted by the host can join the meeting) is recommended when you know (personally or have a list) everyone who is going to attend, and you have the resource to check each request.
  • Require Authentication to Join is only recommended when all of your attendees have University of Sussex Zoom accounts and you are confident that the entire cohort will be able to log into that account.

*Social Media – It is not recommended you share links on social media. Consider using Zoom Webinar for public events where you do not require attendees to participate. A limited number of temporary licences for Zoom Webinar are available upon request


2. Manage your Zoom settings

Security Settings are optional and will affect all Zoom meeting defaults.

Settings (Meeting tab)

  • Allow participants to join before host: Consider turning off unless you require a colleague to enter before you.
  • Require a passcode for instant meetings: A random passcode will be generated when starting an instant meeting.
  • Require a passcode for Personal Meeting ID (PMI): We don’t suggest you use your Personal Meeting ID.
  • Meeting chat: Control who you want participants to be able to send chats to.
  • New meeting chat experience: Consider turning off the ability to delete messages and send screenshots in meeting chat.
  • Send files via meeting chat: Consider turning off
  • Screen Sharing: Consider changing to Host Only as default. It can be changed to allow participants to share screen during the meeting.
  • Annotation: Selecting Only the user who is sharing can annotate will allow you to enable for all participants during the meeting.

Whiteboard (Whiteboard tab):

  • Allow participants to share whiteboard: Consider turning off. It can be changed to allow participants to share whiteboard during the meeting.

Notes (Notes tab):

  • Allow participants to share note: Consider turning off. It can be changed to allow participants to share notes during the meeting.

There are more settings that can be deactivated that may improve security in certain scenarios.


3. Zoom In-Meeting security options

In-Meeting security options will only affect the current meeting.

  • Security Tab: Control what functionality all participants have. Note ability to Lock Meeting Room, Unmute Themselves, Start Video, Remove Participant and Suspend Participant Activities.
    • Lock Meeting: Locks the meeting, keeping new participants from joining the meeting.
    • Remove Participant: Allows the removal of a participant from a meeting. The participant cannot re-join.
    • Suspend Participant Activities: Turn off all participant's video, audio, Zoom Apps, and ability to share their screen. Also lock the meeting to prevent participants from joining. You have option to report the meeting directly to Zoom.
    • Participants/Chat/Share Screen/Whiteboards/Notes Tabs: Will give you a higher degree of control over those functions.

See also our Top 10 Security Tips.

If you need any additional help, please contact the IT Service Desk for support 

created on 2020-04-06 by Trudy Cadman
last updated on 2024-05-10 by Steve Eastty